16 Email Templates for Following Up on Unpaid Invoices

Unpaid invoices can be a significant challenge for businesses, affecting cash flow and operations. For professionals, business leaders, and financial managers, it's essential to have effective communication strategies in place. Here are 16 email templates designed for various situations, each with a specific objective to help you recover outstanding payments.
Don’t miss our <a href="https://www.billabex.com/en/blog/accounts-receivable-management">comprehensive guide on following up on unpaid invoices</a>.
We have also prepared other formats of <a href="https://www.billabex.com/en/blog/reminder-templates">reminder templates</a>.
Template 1: Friendly First Reminder
Objective: Gently remind the client of the due date without being aggressive.
Circumstances: Use this for a first reminder shortly after the due date.
Subject: Payment Reminder for Invoice #[invoice number]
Hello [Client's Name],
I hope you are well. I'm writing to remind you that invoice #[invoice number] for the amount of [amount] was due on [date].
It's possible that the payment has already been made. If so, please disregard this message.
Best regards,
[Your Name] [Your Company]
Template 2: Follow-Up After 7 Days
Objective: Send a polite follow-up one week after the initial reminder.
Circumstances: Appropriate when no payment is received after the first reminder.
Subject: Follow-Up on Unpaid Invoice #[invoice number]
Hello [Client's Name],
I am reaching out regarding invoice #[invoice number] amounting to [amount], issued on [date]. We have yet to receive your payment.
Please ensure this matter is resolved at your earliest convenience. Feel free to reach out if you need further details.
Best regards,
[Your Name] [Your Company]
Template 3: Follow-Up After 14 Days
Objective: Emphasize the importance of settling the account.
Circumstances: Use when the payment is 14 days overdue.
Subject: Second Reminder for Invoice #[invoice number]
Hello [Client's Name],
We noticed that invoice #[invoice number], for the amount of [amount], remains unpaid despite our previous reminder.
Please settle this amount by [new deadline]. If you are facing difficulties, feel free to contact us to discuss a possible arrangement.
Thank you for your understanding.
Best regards,
[Your Name] [Your Company]
Template 4: Phone Follow-Up with Email Confirmation
Objective: Reinforce payment request after a phone call.
Circumstances: After confirming payment delay through a phone conversation.
Subject: Confirmation of Our Phone Conversation
Hello [Client's Name],
Following our phone conversation on [date], regarding invoice #[invoice number] for [amount], we agreed to expect payment by [new date].
If you need further information, do not hesitate to reach out. 
Thank you for your cooperation.
Best regards,
[Your Name] [Your Company]
Template 5: Payment Plan Offer
Objective: Provide flexible solutions to encourage payment.
Circumstances: When the client faces financial difficulties.
Subject: Payment Plan Proposal for Invoice #[invoice number]
Hello [Client's Name],
We understand that financial challenges can arise. To help you settle your invoice #[invoice number] amounting to [amount], we are willing to offer a structured payment plan.
Please contact us to discuss terms that work best for you.
Best regards,
[Your Name] [Your Company]
Template 6: Final Warning Before Penalties
Objective: Warn about potential consequences of non-payment.
Circumstances: After multiple reminders have been ignored.
Subject: Final Reminder Before Penalties for Invoice #[invoice number]
Hello [Client's Name],
Despite our previous reminders, invoice #[invoice number] for [amount] remains unpaid. Please be advised that late fees will apply starting [date].
We urge you to resolve this matter promptly to avoid additional charges.
Thank you for addressing this with urgency.
Best regards,
[Your Name] [Your Company]
Template 7: Reminder for Small Amounts
Objective: Efficiently handle small unpaid invoices.
Circumstances: For minor but accumulated outstanding amounts.
Subject: Reminder of Outstanding Balance #[invoice number]
Hello [Client's Name],
We have noticed that the balance for invoice #[invoice number], amounting to [amount], remains unpaid. While this is a small amount, it is important to settle it.
Please make the payment at your earliest convenience.
Best regards,
[Your Name] [Your Company]
Template 8: Reminder for Regular Clients
Objective: Maintain relationships while ensuring payment.
Circumstances: For loyal clients with a positive payment history.
Subject: Your Invoice #[invoice number] is Pending
Hello [Client's Name],
We appreciate your continued business and wanted to remind you that invoice #[invoice number] for [amount] is pending.
We understand this may have been an oversight and kindly ask you to settle it at your earliest convenience.
Thank you for your prompt attention.
Best regards,
[Your Name] [Your Company]
Template 9: Reminder with Legal Notice
Objective: Initiate legal proceedings for recovery.
Circumstances: Last resort before legal action.
Subject: Legal Notice to Pay Invoice #[invoice number]
Hello [Client's Name],
This is a legal notice requiring the settlement of invoice #[invoice number] for [amount], issued on [date], within 8 days.
If payment is not received, we will be forced to pursue legal action. We hope for an amicable resolution.
Awaiting your prompt response.
Best regards,
[Your Name] [Your Company]
Template 10: Follow-Up on Verbal Commitment
Objective: Remind of a payment commitment made during a conversation.
Circumstances: When the client promised to pay but hasn’t.
Subject: Follow-Up on Your Commitment for Invoice #[invoice number]
Hello [Client's Name],
Following our conversation on [date], you indicated that payment for invoice #[invoice number] of [amount] would be made by [promised date].
To date, we have not received this payment. Please let us know if there are any issues.
Best regards,
[Your Name] [Your Company]
Template 11: Reminder After Extension Granted
Objective: Follow-up after a grace period expires.
Circumstances: When the client fails to meet an agreed extension.
Subject: Extension Expired for Invoice #[invoice number]
Hello [Client's Name],
We granted an extension for the payment of invoice #[invoice number] for [amount], but the payment has not been received.
Please make the payment promptly to avoid further action.
Best regards,
[Your Name] [Your Company]
Template 12: Reminder for International Clients
Objective: Tailor communication to international clients.
Circumstances: When the client is located in another country.
Subject: Reminder Regarding Invoice #[invoice number]
Dear [Client’s Name],
I hope this message finds you well. We noticed that the payment for invoice #[invoice number], amounting to [amount], has not been received yet.
Please let us know if there are any issues or delays on your side. We look forward to settling this matter soon.
Kind regards,
[Your Name] [Your Company]
Template 13: Reminder via Registered Mail
Objective: Send an official reminder for critical invoices.
Circumstances: When emails have not yielded results.
Subject: Registered Mail for Unpaid Invoice #[invoice number]
Hello [Client's Name],
We are writing regarding invoice #[invoice number] for [amount], issued on [date], which remains unpaid despite several reminders.
Please make payment within 10 days of receiving this letter.
Best regards,
[Your Name] [Your Company]
Template 14: Personalized Reminder for High-Value Invoice
Objective: Emphasize the significance of a large invoice.
Circumstances: For significant overdue amounts.
Subject: Urgent Payment Required for Invoice #[invoice number]
Hello [Client's Name],
We wish to draw your attention to invoice #[invoice number] for [amount], which is still unpaid. This amount represents a significant portion of our commercial relationship.
We kindly ask you to settle this amount at your earliest convenience.
Best regards,
[Your Name] [Your Company]
Template 15: Reminder After Payment Rejection
Objective: Address a failed transaction.
Circumstances: When payment was declined or rejected.
Subject: Payment Issue for Invoice #[invoice number]
Hello [Client's Name],
We have been informed that the payment for invoice #[invoice number] of [amount] was declined. Please verify your payment details and try again.
Feel free to contact us if you need assistance.
Best regards,
[Your Name] [Your Company]
Template 16: Reminder for Soon-to-be-Prescribed Debt
Objective: Make a last recovery attempt before the debt prescribes.
Circumstances: For debts nearing the legal prescription period.
Subject: Last Attempt to Settle Invoice #[invoice number]
Hello [Client's Name],
Invoice #[invoice number] for [amount] has been outstanding for some time and is approaching the legal prescription period. We would like to resolve this matter amicably.
Please contact us to discuss a solution.
Best regards,
[Your Name] [Your Company]
<h2 id="faq">FAQ</h2>
<ol>
<li>How often should follow-up reminders be sent?
It is generally advised to send the first reminder a few days after the due date and to follow up regularly every 7 to 14 days.
</li>
<li>What should be done if a client does not respond to reminders?
If a client doesn’t respond, it may be helpful to try other communication methods, such as phone calls, before considering sending a registered letter.
</li>
<li>How to handle a loyal client who pays late?
For loyal clients, it's often best to prioritize diplomacy and try to understand the reasons for the delay before taking firmer action.
</li>
<li>Is it legal to apply late fees?
Yes, but this must be stipulated in the terms and conditions and clearly indicated on the initial invoice.
</li>
<li>When is it appropriate to hire a debt collection agency?
If all internal recovery attempts fail, it may be wise to hire a collection agency, especially for significant amounts.
</li>
</ol>

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Article written by

Yassine Chabli

CEO and co-founder of Billabex. Serial entrepreneur in the SaaS world. Mentor at Moovjee, startup coach at the Institut Mines-Telecom (IMT) incubator, investor, and ambassador for France at saas.group.

16 Email Templates for Following Up on Unpaid Invoices

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